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Online Reconciliation: Basic Guide (updated April 2016)
Department Transaction Report
All cardholders will receive an automated Department Transaction
Report generated for them 2
days after cycle close for reconciliation purposes.
To access the report click Reports > Completed
After the online reconciliation is complete, submit supporting
documentation to the reviewer for
review and electronic signoff. The online reconciliation process
must be completed prior to the
close of the following month’s billing cycle.
Steps to follow for monthly online reconciliation
Cardholder Responsibilities:
• Retain original receipts and supporting documentation (e.g.
packing slip) and verify receipt of items.
• Upon receiving the email from Bank of America alerting you
that you have transactions requiring sign off, long into Works and
verify that the posted transaction is accurate by
comparing it to your original documentation. Pricing
discrepancies between supporting
documentation and the Department Transaction report must be
documented and resolved.
• If your department utilizes receipt imaging, upload your
receipts and supporting documentation into Works.
• If your department utilizes GL Allocations, allocate your
transactions to the appropriate departmental indexes and account
codes.
• Sign off on the transaction. • At the end of each billing
cycle, wait 2 days after cycle close to receive a Department
Transaction report.
• Dispute any unauthorized charges and notify the Program
Administrators.
Reviewer Responsibilities:
Reviewers are encouraged to sign off on transactions throughout
the month instead of at the end
of the cycle.
Online reconciliation must be completed before the close of the
following month’s billing
cycle.
• Upon receiving the email from Bank of America alerting you
that you have transactions requiring sign off, long into Works and
verify that the posted transaction is accurate by
comparing it to the receipts loaded into Works. Pricing
discrepancies between supporting
documentation and the Department Transaction report must be
documented and resolved.
If the supporting documentation is not sufficient or inaccurate,
Reviewers should flag the
transaction to alert the cardholder that they must provide more
information.
• Check to ensure the GL Allocations selected by your cardholder
are accurate. If the GL information is incorrect, you may either
flag the charge to return it to the cardholder to
update or you can update the transaction yourself in Works.
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• Once you have verified that the transaction is ready for
approval, sign off on the charge. • At the end of the billing
cycle, the reviewer must analyze the Department Transaction
Report generated for you from the online system and ensure that
all transactions are
accounted for.
Do not sign off on transactions in Works until you obtain a
cardholder’s supporting
documentation and have verified items were received and that the
transactions are valid
business expenses that comply with VCU policies and
procedures.
• If a JV must be entered into Banner, ensure that charges
reflect purchases approved in Works.
Understand that by signing off in Works the reviewer is
acknowledging that he/she has seen the
items and can verify receipt. If the reviewer did not see the
items, then supporting documentation
such as an email from someone other than the cardholder must be
obtained.
Electronic Images
Departments are authorized to image/scan P-card transaction
documentation (e.g., receipts,
packing slips, etc.) for record retention purposes. The P-card
reviewer is responsible for ensuring
the imaged documents are clearly legible and not altered.
Provided the imaged documentation is
legible and not altered, the original paper documentation may be
destroyed. Departments still
have the option of retaining paper supporting documentation if
desired.
Cardholders buying off of grant funds must refer to the specific
grant for record
management and destruction requirements.
Additionally, the P-card reviewer must ensure that the
cardholder has no access to destroy or
modify the imaged documentation once it has been scanned. A best
practice would be ensuring
all electronic images are properly backed up in the event of a
hard disc crash. Use of ImageNow
is recommended.
Imaged documents must be retained for the current fiscal year
plus three additional fiscal years.
Documentation for purchases made using grant indexes may need to
be retained for a longer
period, and departments should refer to the specific grant for
record retention requirements.
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Basic Navigation: After logging into Works, the home screen
displays. Navigation Icons are located on the top right-hand corner
of the screen.
You can:
View your profile information
Return to the home screen
Access page specific help information
View Bank of America’s contact information On the bottom of the
screen you will see information regarding training guides and
recommended settings. At this time Works does not support Chrome
and recommends Firefox 5.0 or higher.
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The home page is divided into 3 sections: Action Items, Accounts
Dashboard, and Announcements
Under the Action Items sections you will see transactions that
require your attention and reports that are ready for download.
Under the acting as column you will see your role as it relates to
your transactions. In Works 4, cardholders are known as account
holders and reviewers are known as Approvers.
When you click “Pending” you will be taken to the screen that
shows you what outstanding transactions you have in Works.
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Under accounts Dashboard you will see your card accounts along
with credit limit and available credit information. If you are a
reviewer you will also see cards under your purview along with
their current credit information.
Click the bold 4 digit number under “Account ID” and choose the
option View Auth Log.
This will bring up a screen that will indicate charges
undergoing processing in real time.
If a transaction is declined you will see the decline code and
the decline reason. If you have any further questions about why a
transaction declined or need help resolving the issue, contact
CorpCard at [email protected].
mailto:[email protected]
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The last section is Works announcements. Here you will find
updates and information regarding the Works program from Bank of
America and your CorpCard team.
To help you navigate, the program uses a tab based browsing
system that allows you to access different parts of Works. What
access you have is based on your role.
Under the Expenses tab you will find alternate links to your
transactions as well as a link to upload your receipts. Users with
an auditor role will also be able to access auditor tools from the
Expenses tab.
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Under the Reports tab users can build reports or access their
completed monthly reports.
If you have any questions about navigating Works contact
CorpCard at [email protected].
mailto:[email protected]
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Receipt Imaging: There are two ways to upload receipts and
supporting documentation. You can either:
Store receipts then attach them to the desired transaction,
or
Attach the documentation directly to your transaction
Remember: You cannot attach a receipt once you’ve signed off on
a transaction. If you forget to attach a receipt, contact your
reviewer and have them “flag” your transaction. This will send your
transaction back to your queue and allow you to attach the receipt
and re-submit.
To Store then Attach:
Click the expenses tab and choose receipts.
Click “Add” then “Browse” to select your file.
Fill in the receipt date and then a description if desired.
Click “OK.”
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The receipt will appear on the left hand side.
You can either click the link to view the image in preview or
you can click the box next to the image to view the PDF. From here
you can save the image or view it in Acrobat.
You can upload any number of receipts so long as the file size
does not exceed 1 megabyte.
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To attach the receipt, return to the homepage screen:
Click the “Pending” link to bring up your current
transactions
Click the “Document” number on the left side
Click “Manage Receipts”
Click “Add” and choose the option for stored receipts. From here
you can add documentation to your transaction.
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You can attach as many pieces of supporting documentation to
your transaction as you would like, this can include paid invoices,
receipts, packing slip information, clarifying email etc… When
you’re done adding documentation click “Attach.”
On the next pop screen click “Close”
Under Uploaded receipt column you will see Yes.
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To Attach a Receipt without Storing the Item First:
From the home page:
Click the “Pending” link to bring up your current transactions
require
Click the “Document” number on the left
Click “Manage Receipts”
Click “Add” and select “add new”
Browse to choose your file. Fill in the receipt date and then a
description if desired. Then click ok.
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The receipt information will appear and you can add as many
supporting documents to a transaction as you like. When you are
finished, click “Close.”
The receipt loaded column will read yes.
Your receipts are now attached to the transaction and ready to
sign off.
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Viewing Receipts in Works: From the Home page under Action Items
choose the option for “Pending.”
Verify that the receipts have been uploaded. Cardholders cannot
attach a receipt once they have signed off. If you require your
cardholders to upload their receipts and it has not been done, you
must “flag” the transaction. This will send the charge back to
their queue and allow them to attach the receipt and re-submit.
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Click the transaction number and choose the option for “View
Receipts.”
A pop up box will appear and any documentation that has been
uploaded will appear. Choose the option for “View Receipt.”
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The documentation will open up in a separate pop window.
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GL Allocations Before getting started with General Ledger (GL)
Allocations it’s important to work out with your reviewer and
supervisor where transactions will be allocated and to which
specific budget account codes. Although your reviewer will have the
ability to make changes if need be, the process is time sensitive
and transactions that have not been allocated before the Banner
upload will have to be JV’ed. Important Reminders:
Transactions are loaded into Banner 3 to 5 business days after
cycle close. Transactions must be coded and fully reconciled by
both the cardholder and the reviewer before the Banner upload.
Failure to code and reconcile in a timely manner will result in the
transaction hitting default indexes and the default account code
for Undistributed Card Charges (620002).
Once a cardholder has allocated their transactions they can edit
that transaction until they sign off on the charge. After a charge
has been signed off, the cardholder will no longer be able to
update the information unless it is flagged by the reviewer and
returned to the cardholder’s queue. The reviewer does have the
ability to code transactions as well.
If a cardholder allocates a transaction and the reviewer does
not approve it, the transaction information as dictated by the
cardholder is what will post to Banner.
GL Coding will not eliminate all JVs. Cardholders and Reviewers
my only allocate to indexes within their approved departments.
If you purchase for multiple departments and you need to
allocate a charge to an index in a different department, delete the
“GL 02: Index” and then update the GL04: Department with the
correct four digit department number. This will allow the GL02:
Index column to update with the correct indexes you need allocate
your transaction.
If you encounter an error or unable to sign off on a
transaction, contact [email protected] for assistance.
If you select an index outside of you approved departments,
Works will prevent you from signing off on the transaction.
Works contains a limited number of account codes. If you cannot
conduct business without a particular account code, please submit
your account code request along with a business justification to
[email protected].
mailto:[email protected]:[email protected]
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Allocating a transaction is a separate process from signing off.
You can allocate without signing off so make sure to sign off on
your transactions in order to complete the reconciliation
process.
Single Transaction Allocation: To allocate a transaction to a
desired index and account: From the Home Screen select the link for
“pending” transactions:
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Locate the “Document” column:
Next, select the Transaction (TXN) number for the charge you
wish to allocate and click the option for Allocate/Edit:
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A screen showing your cards defaults will appear. The Agency
Code (236) will not be editable:
To update the index listed under the “GL02: Index” column, click
the textbox and select the option to “See More…:”
A pop-up labeled “General Ledger Picker” will appear populated
with the indexes available to you based on your department and the
current chart of accounts:
NOTE: If you purc hase for multiple departments and you need to
allocate a charge to an index in a different department, delete the
“GL 0 2: Index” and then update the “GL04: Department” with the
correct four digit department number. This will allow the GL02:
Index column to update with the correct indexes you need allocate
your transaction. If the department does not appear, then you do
not have access to that particular department or the associated
indexes. Your reviewer can request multiple department access by
contacting [email protected] to request. Access
will be assessed on a case by case basis.
mailto:[email protected]
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If your department has many indexes, you can enter information
into the textboxes below either the value and/or the Description to
narrow down your choices. Select the appropriate Index for the
transaction:
Note: GL indexes change frequently. Coders will only be able to
choose from valid active indexes.
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To update the account code listed under the “GL03: Account”
column, click the textbox and select the option to “See More…:”
A pop-up labeled “General Ledger Picker” will appear with the
available expense codes:
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Use the textboxes to narrow your choices and choose the most
appropriate Account code:
Once the correct index and account codes are selected Click Save
and then Close to access main screen:
You’ll see the updated transaction information in the Allocation
Column.
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Mass Allocations: To allocate or edit one or more transactions,
select the check box for each charge you wish to allocate. Select
the button for Mass Allocate:
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The Mass Allocate window displays. Enter the appropriate index
under GL02: Index and an appropriate account code under GL03
Account. The GL04: Dept Number should default to your
department.
The new allocation information will appear on the main screen in
the allocation column.
Note: If you purchase for multiple departments delete the “GL
02: Index” and then update the “GL04: Department” with the correct
four digit department number. This will allow the GL02: Index
column to update with the correct indexes you need allocate your
transaction.
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Multiple Index Allocations: To allocate a single transaction to
multiple indexes, select the check box for each charge you wish to
allocate and choose the option for “Allocate/Edit.”
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You may either select the number of lines you wish to add to the
transaction or you can use the “Duplicate” feature to populate
however many lines you have selected with the original
transaction’s GL information.
Select an option to allocate by from the Value drop-down
menu:
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▪Amount ▪Percentage
Enter the amount or percentage of the total purchase to be
allocated in the lines of the Value column and add a
description.
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If you encounter a math error while separating the transaction,
the difference will appear in the Variance section located on the
top right hand side of the pop up.
Select the appropriate index and account codes as described in
the previous sections and click “Save.” The transaction will now
show the allocation as “multiple” in the allocation column.
Note: If you are splitting transactions to indexes across
multiple approved departments delete the “GL 02: Index” and then
update the “GL04: Department” with the correct four digit
department number. This will allow the GL02: Index column to update
with the correct indexes you need allocate your transaction.
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To remove the allocation line, select the box next to the
desired allocation row and click “Remove.” Adjust the remaining
lines accordingly and click “Save.”
ALLOCATION TIP: When allocating a transaction, if you have made
an error or think you have made an error, at any time you can
select the “Close” button. This will allow you to exit the
allocation pop-up window without saving any of your work and let
you re-enter information from scratch.
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Signing off on a Transaction Sign into Works using your Bank of
America username and password.
To see pending transactions:
Locate the “Actions Items” section of the home screen
Find the “Pending” link underneath the “Current Status”
column
Click “Pending”
This will bring up a screen that indicates all of the pending
transactions that require sign off. It contains information such as
the post date, the transaction amount and the vendor
information.
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You can see more detail by expanding the transaction using the
plus button next to the document number.
Locate the transaction or transactions that are ready for
signoff and hold your mouse over the bold TXN number and click the
downward arrow that appears to the right. Choose “Sign off.”
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Or:
Click the box to the right of the transaction
Choose “Sign Off” from the bottom of the screen.
If you’re prepared to sign off on more than one document:
Click the boxes to the right of the transaction that are ready
for sign off
Choose “Sign Off” from the bottom of the screen
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Reporting You can access reports two different ways.
You can either access completed reports that are generated by
the Bank of America system or you can create your own reports based
on templates that are already in the Works program.
It’s important to note that your ability to create certain types
of reports will depend on your role, and, for example, a cardholder
may not have access to the same information as an auditor or
approver.
Retrieving Completed Reports
To retrieve a completed report:
Click the “Reports” tab
Choose “Completed”
A list of completed reports ready for download will appear.
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Running Reports from a Template
This is a useful tool when you try to access a completed report
only to discover that it has aged out and is no longer available.
What you can access will depend on your role. The most popular
report is the Department Transaction Report.
This example will detail how to re-run the Department
Transaction Report.
To create a report from a template:
Click the “Reports” tab
Choose “Template Library”
Under the Template Library you will have access to a range of
reports. Under the “Shared” section of the Template Library :
Hover your mouse over Department Transaction report
Click the downward arrow
Select Modify/Run
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To run the basic report, under “Report Options” select the
“Basic” button and you will be given simple limited options to run
your report. You can adjust your filter to determine the type of
transactions you would like to appear on your report. You can also
adjust the Post Date range by clicking on the calendar to help you
isolate transactions.
Once you are satisfied with your settings, click Submit
Report.
The report will generate and live in your completed folder for
seven days.
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You also have the option to run a report in “Advanced” mode. To
run an “Advanced” report, under “Report Options” select the
“Advanced” button and you will be given a multitude of options to
build your report out of available data types.
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You can also add filters to your report under the “Filters”
section of the site. You can also adjust the “Post Date” range by
clicking on the calendar to help you isolate transactions. You will
also have the ability to “Schedule” reports should you need
specific information and you’d like for it to run automatically in
the interval of your choosing.
If you want to run advanced reports, please contact
[email protected] and a Program Administrator will be able to
provide you with information and insight based on your needs.
mailto:[email protected]
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Auditing Transactions in Works:
To audit your own transactions, log into your Works account and
click the tab for “Expenses” Choose “Transactions.” If you have
more than one role in the Works system then click the option for
“Accountholder”
Here you will have the option to research transactions that are
“Pending Sign Off,” “Signed Off” and “Flagged.”
To search by vendor type the name of the vendor into the
“Vendor” box and your matching options will appear.
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To narrow your search, click the double arrows (>>) and
the Advanced Filter will appear.
Click Date tab to bring up a calendar to filter by date. Click
the Amount Range tab to hone in on a specific change based on the
cost.
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Once you’ve set your parameters to achieve the desired results,
click “Search” to filter and see your results. To clear the filter
choose “Reset” then click “Search” to bring up the full list of
transactions.
If you want to see if a transaction was signed off on, click the
tab for “Signed Off” and look under the “Sign Off” column. Click
the link to see when you and your reviewer signed off on a
transaction. AH APR In Works 4 “AH” is the cardholder and “APR” is
the reviewer.
If you see that only the “AH” is listed this means that your
reviewer has not signed off on a transaction. This information is
helpful specifically during P-Card reconciliation.
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If you are a reviewer for your department, you can follow these
same steps to audit your cardholders’ transactions. To see your
cardholders’ transactions, click Expenses >Transactions >
Approver and those charges will appear.
If you see that the word “none” is displayed under the “Sign
Off” column, this means that the cardholder has not signed off on
the card and that is not available in your queue for sign off.
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If you are an auditor for your department, you can look at all
transactions and cardholders under your purview by clicking
Expenses > Transactions > Auditor
If you audit for a large group and you want to view a specific
account, from the advanced filter select the tab for “Account” and
click the magnifying glass.
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A pop up box with all of the accounts in your purview will
appear. Select the account you want to audit and click OK.
Set your other filters as desired and click “Search”
This will bring up all transactions under your purview that
match your request.
Updated 3.2016 Online Reconciliation Basic GuideBasic
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